8 tips for keeping workplace conversation professional

Forming relationships cannot be accomplished without communication. Exactly how one communicates, however, sets the tone for the relationship.

In a business environment where changing or ending a relationship can sometimes be harder than in personal life, even more effort is required to make certain that attention is given to proper form, language and tone. Saying something without giving thought to how it may be received can be hazardous and can send a relationship spiraling downward.

Some of the best places to work are those where team members get along well. Notwithstanding other factors, it comes as no surprise that these teams have proven to be more productive with greater company loyalty and job satisfaction.

Communication across all levels is key. This, however, is not simply referring to routine information dissemination.

Team members report a higher level of engagement and morale when daily interactions (including small talk) are cordial and respectful, especially coming from leadership. Some of the best lessons I've learned from those in leadership is their style of personal communication.

No matter the message, they have a way of engaging their audience that leads to buy-in and cooperation when it really matters. Here are a few of those lessons on conversation skills:

Start with being a good listener. This is your best weapon against misunderstandings and potentially grave errors. No matter how busy you are take the time to really listen and you will avoid problems later.

Others feel slighted when you do not give your full attention, which can hinder the relationship moving forward. You may be met with a lack of interest or cooperation when it is your turn to be heard. Poor listening can also result in costly mistakes that impact the organization's reputation or bottom line.

Share compliments. Everyone appreciates knowing that they are performing well and that someone noticed. And who doesn't like a compliment about choice of style. Just be sure that in response to a compliment received that you do not ramble; a simple "thank you" will suffice. Be mindful not to insult the compliment giver by rejecting the compliment - essentially telling the person that he or she is lying or has poor judgment. Yikes!

Graciously accept the praise and move on. And note that one compliment does not automatically deserve another. Share compliments freely and sincerely when they are deserved.

Resist arguing. Every individual has a difference of opinion from others occasionally. And sometimes the facts may be on your side. However, the way in which you express your disagreement is crucial. You may (calmly) debate the accuracy of facts with the intent of seeking to resolve an issue.

Arguments, however, stem from emotional responses which can quickly veer out of control and end up in personal attacks. Stating your difference of opinion (or fact) in a composed mannerly way is more likely to be heard than an impassioned response that makes you look out of control. Sometimes and immediate response is not even necessary. Take the time to think clearly and present your case, either in conversation or in writing.

Know when to apologize. We all make mistakes. But to cover it up is the greater sin. And it is in poor taste, especially when confronted. Ladies, we have an easier time apologizing than men do (statistically, not mere opinion). The key, however, is knowing when an apology is needed. It should by no means be a part of your regular communication style to apologize for insignificant things, which shows a lack of confidence and undermines your position as a leader and effective communicator. And remember, a sincere apology never comes with excuses or a justification.

Avoid gossip. It is easy to get lured into office gossip, especially when there is fear in uncertain times or someone leaves the company very unexpectedly. Then there is the kind of gossip that is just personal slander. Both are to be avoided like the plague.

A not-so distant cousin to gossip is complaining, which usually invites gossip to the conversation. Always present legitimate concerns in proper form with the proper audience. Take time to consider who that may be as well as your method and timing of communication for best results. The old "misery loves company" will only look bad on you and can backfire if your audience and gossiping partner betrays your confidence.

Share the spotlight. Small talk is a part of work and social life. Be careful not to talk too long about yourself. If your only goal is to have others impressed by you, then they probably won't be! Show sincere interest in your conversion partner by asking open-ended questions and attentively listening - with eyes and ears. And though it may be tempting to jump into their story to share a time when you had a similar experience, exercise restraint. Only share your account when it is really relevant, perhaps helpful in problem-solving. The same goes for meetings; share the floor.

Talk on the level of your audience. Don't use complex or unfamiliar terminology unnecessarily and never without an explanation. You may be perceived as show-boating or simply out of touch with your audience. This is especially important when attending a social networking event where people are gathered from multiple industries. Your use of acronyms and jargon may disconnect you with your audience and will impede an otherwise valuable exchange.

Always use diplomatic language and a respectful tone. No matter the issue, all things can and should be presented in the most respectful way. Avoid words that sound like belittling or in some form a personal attack. Diplomacy is critical to maintaining healthy work relationships and teamwork.

Source:http://www.al.com